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How To: Subscription Administrators

  • Overview
  • Getting Started
  • Describing Gorilla
  • Add Users - via Email
  • Add Users - via Enrolment Codes
  • Requesting Tokens
  • Responding to Token Requests
  • Managing Memberships
  • Removing Users from the Subscription
  • Subscribers Criteria
  • Student Project Governance
  • Addons
  • Renewals
  • Usage Reports
  • Teaching Tools

What is my Role?


As Subscription Administrator, your role is to control who in your team, lab or department has access to your subscription.

This includes:

  • Adding single users
  • Adding new groups of users (this might be whole labs of researchers or whole cohorts of students)
  • Monitoring usage statistics

If you are on a Metered Subscription, your role will also involve responding to Token Requests.

Getting Started


You can access the subscription management tools by logging in to Gorilla, clicking on Settings and selecting My Subscription, as shown below:

For any queries relating to your subscription, we have a new dedicated support channel available - just email subscriptions@gorilla.sc.


How do I Describe Gorilla?


We've taken the liberty of drafting an email that will help your department understand what Gorilla is, and whether it would be useful to them, as quickly as possible.

Subject:

New Department Subscription to the Gorilla Online Experiment Builder

Body Text:

The department has purchased a licence to the Gorilla Online Experiment Builder (www.gorilla.sc). If you create tasks or experiments for use on computers or tablets, this tool may be useful for you!

Gorilla is a tool for building and hosting behavioural experiments or tasks for use on computers, tablets or phones without needing to code. It collects reaction time data by default, so it can be used for behavioural research. Once your task is created, you can deploy it online for participant to take part remotely, or you can test people in the lab.

Because Gorilla is online it is easy to:

  • Build online tasks, questionnaire and experiments quickly and easily without coding
  • Reach large and diverse (or specialist) samples online
  • Collect data quickly by using affiliated participant recruitment services

Curious to know more? Find out at the links below:


Inviting to subscription via email


You can invite users by going to the Members section and clicking Invite to subscription:

If you are on a departmental subscription, you will have the option to invite multiple users in bulk by uploading a CSV file. If the user already has a Gorilla account, they will be added to your subscription. If they don't yet have a Gorilla account, they will be sent an email inviting them to sign up. When they do, they will automatically be added to your subscription.


Inviting to subscription via enrolment codes


An alternative way to allow people to join subscription is by using an enrolment code. This is a code that you can specify that allows people to join your subscription without you needing to invite them.

To set an enrolment code, go to the Enrolment code section and enter a code of your choice:

You can then distribute this enrolment code to your organisation.

When people sign up to Gorilla, they will have the option to enter an enrolment code to automatically join your subscription:

If they already have a Gorilla account, they can go to their My Account section and enter the enrolment code there:


How do Users Request Tokens?


Token requests are available for metered department subscriptions. If your department is on a metered subscription, users will need to request tokens. They can do this from their My Account section:

When requesting tokens, they will be shown the following form to fill in:

The reference and comments sections are optional, and to help you with your processes and reporting. The Reference field is designed for project references, grant codes, or any other code which you might want to use for your reporting. The Comments field is a free text box that allows your subscription members to explain in more detail about what they need the tokens for. Both of these fields will be visible to you when you come to approve or deny the token request.


How are Token Requests approved?

If you are on a Lab or Team subscriptions, requested tokens are granted automatically. If you are on a Department subscription, you can apply some controls to how tokens are approved in the Rules section:

By default, all token requests will be approved automatically.

To limit the total number of tokens that an individual user can claim from the subscription, set Max tokens per user to the desired limit. This will prevent any user claiming more than this number of tokens.

To allow each subscription member to claim a certain number of tokens automatically, but require approval for any more, set Auto-approve Threshold to the desired limit.


Example scenarios

  1. You have a department with 200 students, and you want them all to be able to use 100 tokens. You don't want to have to grant each one individually.

Set Max tokens per user to 100 and leave Auto-approve threshold blank

  1. You have a department with 50 researchers, and you want them all to be able to use up to 200 tokens automatically, but require approval for any tokens above that.

Set Auto-approve threshold to 200, and leave Max tokens per user blank


Responding to Token Requests


When a subscription member submits a Token Request that requires approval, you will be sent an email notification.

To approve or deny the request, go to the Requests section on your subscription management page:

Click on the Token Request to review it, and choose either Approve or Deny:

If you choose to approve the request, the tokens will be transferred from the subscription to that user's account. You can see a log of all approved requests by click the 'Show Completed Requests' checkbox.


Managing Memberships


On the Members section, you can see a list of all the users currently on your subscription:

Clicking on a member's name opens a modal window where you can see their usage, set their roles, and remove them from the subscription:


Roles

There are two special roles that you can give to members of your subscription:

1. Managers

The Manager role allows the member to view the subscription management pages and make changes to the subscription (if you're reading this, you probably already have this role). If you are on a Lab or Team account, then the user who created the subscription is the Manager and everyone else is a regular member.

2. Technicians

On Department subscriptions, there is an option in the Rules section that allows Technicians read access to any project belonging to a member of the subscription:

If you have this rule set, then you can add the Technician role to members who should have this access. If this rule isn't set, then the Technician role has no effect. This is useful if you wish to help your subscription members with their tasks or experiments, as they can simply email the URL of their task to anyone with the Technician role and they will be able to access it without needing to be added as a collaborator.

Note: By default, Managers do not have the Technician role. If you wish to both administer the subscription and help your members, give yourself both roles. If you wish to have e.g. a PhD student help out your undergraduates, but not allow them access to the subscription controls, give them the Technician role only.


How do I Remove Users from the Subscription?


To remove someone from your subscription, go to the Members section, click on their name, and choose Remove from subscription. Their membership will be deactivated, and they will no longer be able to request tokens from the subscription. They will keep any tokens from the subscription that are already on their account.

Their name will appear on the list of memberships with a grey shading to indicate that they have been removed. When your subscription renews, their membership record will be removed altogether.


Who is Allowed on the Subscription?


This will vary depending on the terms of your subscription. Commonly, this could be:

  • Anyone employed in your department
  • Any student your department teaches
  • Anyone employed in your lab

NOT:

  • Collaborating researchers from other universities (Collaborated projects must be run from the account of a researcher at your university/in your lab – see our How To: Sharing guide).

Note: If you are not sure who should be on your subscription, contact the subscriptions team.

Student Project Governance


Some universities want to prevent students from launching studies without having sign-off from ethics or their supervisor. Here's how to manage that work flow in Gorilla.

If you have a metered subscrition:

  • Set the token threshold to 0. This will mean you have to approve every token request.
  • Consequently, students will be unable to launch studies until you have approve their tokens.
  • When a student requests tokens, get confirmation from their supervisor that the study is ready for launch.

If you have an unlimited subscription:

  • Only the project owner can change the recruitment policy.
  • Have the supervisor set up the project folder. They will then be responsible for launching the project. The student can do everything else.

Adding more tokens


If you find that, over the course of the year, you require more tokens or seats, you can purchase them from the Shop:

Choose Add Package to choose an addon package. When you are ready to purchase, click Buy Now to pay by credit card and activate your new packages immediately.

If you are on a Department Subscription, you can also choose to pay by invoice. When you are ready, choose Pay By Invoice, and our subscriptions team will get in touch with you to organise the paperwork. Your new addons will be activated as soon as payment is made.


Renewals


Renewing your subscription

When you are ready to renew your subscription, go to the Shop section and choose Create Renewal:

You can then choose your base package and any addons you want, and then click Buy Now to pay by credit card and activate your renewal immediately.

If you are on a Department Subscription, you can also choose to pay by invoice. When you are ready, choose Pay By Invoice, and our subscriptions team will get in touch with you to organise the paperwork. Your renewal will be activated as soon as payment is made.


Rollovers

Your base package contains an allowance of tokens that you can use throughout the year. When you renew your subscription, this allowance will return to it's original limit.

If you need to purchase any top-up tokens during the year, and you have any left at the end of the year, you can roll them over to the following year's subscription. This will happen automatically at renewal time.

Any rolled over tokens will be used first on the following year's subscription, before the allowance is consumed.


Moving your subscription from unlimited to metered

When you move your subscription from unlimited to metered any live experiments will automatically have their recruitment target set to exactly the number of complete and live participants. Any participants who have started a study already will not be affected. However, new participants won't be able to enter studies until the researcher has requested tokens and changed the recruitment target. This is because currently on unlimited subscriptions, tokens don't 'exist' until the point where a participant enters an experiment and takes a token.

Any participant who entered a study before the renewal date should be included under the older subscription (both live and completed participants). Under the current system, new participants won't be able to enter an ongoing study until the researcher has requested tokens for their experiment from the new subscription.


Usage Reports


The Reports section allows you to generate usage reports for your subscription. You can choose either a spreadsheet, which contains detailed usage data for each member, or a PDF summary containing useful totals.


Teaching Tools


See the video below for an overview of the Gorilla's Teaching Tools.

If you are on a Department Subscription and would like access to the Teaching Tools, email subscriptions@gorilla.sc.

Teaching Tools - Length (mins): 6:24